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Policy and guidance on suspensions and extensions of study for postgraduate researchers  Step-by-step process summary

A summary of the steps in the process is include below but full guidance for PGRs and Schools and the steps that need to be taken is available.

Step 1: PGR submits request

  • PGR should take advice form the Student Visa Team and/or check implications on their funding or with their sponsor, if relevant to their circumstances
  • PGR submits a request for via GRAD or in writing to the Graduate School.

Step 2: Graduate School review

The Graduate School:

  • Acknowledges the request.
  • Provides advice and/or requests additional information if needed.
  • Completes a form if the request exceeds standard limits.
  • Sends the request to the Director of PGR Studies (DPGRS) for review.

Step 3: Director of PGR studies decision

The DPGRS reviews the request on behalf of the School.

Step 3a: If supported by the School

The recommendation is submitted to Doctoral College Operations (DCO) via GRAD.

Step 3b: If not supported by the School

  • Reasons are documented and discussed with the PGR.
  • The School submits the case to decline to PEG via DCO.

Step 3c: If there is a disagreement

The case is referred to the Head of Faculty Graduate School for adjudication before going to PEG.

Step 4: Doctoral College operations review

  • DCO checks the submitted request against policy and regulations.
  • DCO may request further details from the School.
  • DCO prepares the case for PEG consideration.

Step 5: PEG decision

PEG makes the final decision on suspension/extension requests. Under the delegated authority structure approved, staff in DCO may take action on behalf of the Group to approve requests within parameters approved each session.

Step 6: Outcome notification

Step 6a: If approved

  • DCO updates the student record.
  • PGR receives confirmation via GRAD.
  • If applicable, UKVI is notified and the PGR is informed of this.

Step 6b: If declined

  • PGR is notified.
  • Original deadlines remain in place.
  • If deadlines have passed, the PGR may be withdrawn.
  • Appeal guidance is provided.

Step 7: Appeal process

  • PGR should first speak with their Graduate School or DPGRS.
  • If still dissatisfied, they may appeal using the Academic Appeals Procedure.
  • Advice should be sought from LUU.

Version control

2025/26 Version 1.0
Approved by: Graduate Board Progression and Examinations Group
Maintained by: Doctoral College Operations
Approval Date: November 2025
Implementation date: 01 November 2025

AI tools were used to support the editing and proof-reading of this document. However, all content has undergone final review and refinement to ensure accuracy and clarity.

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